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Microsoft Word 2004

Page Formatting Options

This document describes page formatting options which will affect your entire document.

return to topAdjusting Document Margins

There are three ways to adjust the document's margins. 

Adjusting Document Margins: Ruler Option

The ruler line is a fast way to adjust margins. This method can be used to adjust the left or right margins.

  1. If the Ruler is not displayed, from the View menu, select Ruler

  2. From the View menu, select Page Layout

  3. Move your insertion point to the center of the ruler line
    The insertion point will take the shape of a double-headed arrow.
    ruler line

  4. Hold down your mouse button and drag the margin to the desired width
    Left and right margins can be adjusted from the horizontal ruler line. Top and bottom margins can be adjusted from the vertical ruler line.

Adjusting Document Margins: Dialog Box Option

When adjusting the margins for your entire document use the Page Setup dialog box.

  1. From the File menu, select Page Setup...
    The Page Setup dialog box appears.

  2. From the Settings pull-down list, select Microsoft Word

  3. Click MARGINS...
    The Document dialog box appears with the Margins tab selected.

  4. In the Top, Bottom, Left, and Right text boxes, type or use the nudge buttons to select the desired page margins

  5. Click OK

return to topNumbering Pages

Word provides two options for numbering pages. The first option is simply adding a page number in the desired location. The second option is making it a part of a header or footer (covered in Using Headers and Footers). The Page Number option works well when you simply want to add a page number. If you want to add text to accompany the page number or control the formatting (font, size, etc.) of the page number, you should number the pages as part of your headers/footers.

  1. From the Insert menu, select Page Numbers…
    The Page Numbers dialog box appears.

  2. From the Position pull-down list, select a position for the page number

  3. From the Alignment pull-down list, select an alignment for the page number

  4. OPTIONAL: To print the number on the first page, select Show number on first page

  5. OPTIONAL: To change the starting page number or the type of numbers (perhaps from Arabic to Roman),
    1. Click FORMAT...
      The Page Number Format dialog box appears.
    2. In the Page numbering section, in the Start at text box, type the number of the page
    3. Click OK  

  6. Click OK

return to topUsing Headers and Footers

Headers and footers are a good way to identify your document. You can add information such as the title of the document, author, date printed, chapter/section title, or page numbers. Headers appear at the top of the page, and footers appear at the bottom of the page.

When you are working with headers and footers, you will see the Header and Footer toolbar.
Header and Footer toolbar

The following table identifies what the sections of the toolbar represent.

Toolbar Section
AutoText button Inserts AutoText - time saving entry composed of an abbreviation and an associated phrase. For more information, refer to Working with Auto Text.
Page Number Formatting Inserts page number, inserts the number of pages, formats page numbers
Page Setup, Show/Hide Text Displays the Document dialog box, shows or hides document text
different first page and different odd and even pages buttons Allows you to create different first page headers/footers and different headers/footers for odd and even pages.
Inserts Date and Time Inserts date, inserts time
Same as Previous Makes the header or footer the same as the previous section
Header/Footer Navigation buttons Switches between header and footer, shows previous, shows next, or allows you to go to the header or footer
NOTE: The previous and next options are relevant when you are working with a document that is divided into sections.
Close button Closes Header and Footer view

Adding a Header or Footer

  1. From the View menu, select Header and Footer
    The Header and Footer toolbar appears.

  2. If necessary, switch between the header and footer

  3. Type the desired text and click the icons to add the date, time, and page number
    HINT: Almost all formatting options (e.g., font, size, centering, tabs, and borders) that can be applied within the document, can also be applied within the headers and footers.

  4. When you are ready to return to your document, on the Header and Footer toolbar, click CLOSE

Using Even and Odd Headers and Footers

If you are working on a document that will be printed back-to-back and have facing pages (like a book), you may want to work with even and odd pages. With even and odd pages, you can make sure that the page number is always on the outside margin. While even/odd headers and footers are not typical for a lot of the work that we do, they are helpful and help present a more professional image for documents printed back-to-back.

To set up your document for even and odd headers and footers:

  1. From the View menu, select Header and Footer
    The Header and Footer toolbar appears.

  2. On the Header and Footer toolbar, click DIFFERENT ODD AND EVEN PAGESDifferent Odd and Even Pages button
    The header changes to Odd Page Header or Even Page Header depending on the page number.

  3. Type the desired text for both the odd and even headers and footers
    HINT: To move between the two, use the SHOW PREVIOUS and SHOW NEXT buttons on the Header and Footer toolbar.

  4. When you are ready to return to your document, on the Header and Footer toolbar, click CLOSE

return to topInserting Page Breaks

Word, like many other word processors, has two types of page breaks. The first is a natural page break. These occur when the information has filled an entire page and needs to flow onto the next. When you are working in Normal view, natural pages breaks will appear as a dotted line.

The second type is forced, often referred to as a hard page break. Forced page breaks occur when the user inserts a hard page break. In Normal view, these are indicated by a dotted line with the words Page Break in the middle of the line.

Inserting Page Breaks

  1. Place your insertion point where you want the new page to begin

  2. From the Insert menu, select Break » Page Break

Removing Page Breaks

  1. If paragraph markers are not shown on your page, from the Standard toolbar, click SHOW/HIDEShow/Hide button

  2. Select the page break

  3. Press [delete]

Preventing Extra Pages

While there is not a Word feature that prevents extra pages, you can help reduce blank pages by reviewing your document. If your document ends in a forced page break and there are blank lines after it, another page of the document will print.

To prevent this extra page, delete the blank lines between the page break and the end of document marker (a short, horizontal black line). The end of document marker appears when in Normal view.

HINT: To change to Normal view, from the View menu, select Normal.

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